Subcontractor Database Template

Overview

This template provides a robust system for managing subcontractor relationships, tracking insurance compliance, and overseeing active project assignments. Instead of scattered documents, it helps General Contractors and project managers maintain a centralized directory of tradespeople, ensuring that every active partner is compliant and ready for work.

The database is structured around core objects: Subcontractors, Insurance Policies, and Projects. The relational design ensures that a single subcontractor record automatically links to their specific insurance documents, active contacts, and assigned projects. This means you can view a company profile and immediately see their trade specialty, current status, and whether their liability coverage is valid—without digging through folders.

Included AI features streamline data entry and risk management. Database AI agents automatically generate company descriptions from websites and analyze insurance notes to highlight potential risk gaps, keeping your records accurate with minimal effort.

Why choose a Subcontractor Database over Google Sheets

Google Sheets often becomes a liability when managing sensitive compliance data and multiple project assignments. Broken formulas and accidental deletions can lead to missed insurance expiries or scheduling conflicts.

The power of Softr Databases

Unlike spreadsheets where data is flat and disconnected, Softr Databases use a relational structure that maintains data integrity. Subcontractors are linked directly to their Insurance Policies and Projects, meaning you don't need fragile VLOOKUPs to connect a worker to a job site. Column types are strictly enforced—dates remain dates and currency remains currency—preventing the mixed-data chaos common in Excel. This "one table = one object" approach ensures your compliance tracking scales as your network of trades grows.

Core features and functionality

This template handles the complexity of construction management by separating concerns into distinct, connected tables. You can filter subcontractors by "Trade Specialty" or "Status" (e.g., Active vs. Probation) instantly. The dedicated Insurance Policies table tracks coverage limits and expiry dates for General Liability and Workers Compensation, ensuring you never deploy an uninsured vendor.

Who is this Subcontractor Database for

This template is designed for construction and field service teams who need to manage external workforce compliance.

• General Contractors: Track insurance status across all trades to mitigate liability risks.
• Project Managers: Assign specific subcontractors to active jobs and monitor progress.
• Operations Teams: maintain an up-to-date directory of contacts and trade specialties.
• Compliance Officers: Audit insurance policies and risk assessments efficiently.

How to take it further

1. Customize the database

Tailor the template to your specific needs. You might add new options to the "Trade Specialty" select field (e.g., Solar, Security Systems) or add a "Certifications" table to track individual worker safety credentials. Editing is intuitive and reflects immediately across your system.

2. Import your existing data

If your current list lives in Google Sheets or Excel, you can move it here in seconds. Use the CSV import feature to bulk upload your existing subcontractor directory and insurance records, instantly gaining the benefits of a structured database.

3. Build an app on top

Turn this database into a secure Vendor Portal using Softr's interface builder. You can give subcontractors access to log in and upload their own insurance documents or update their contact info. With granular permissions, they only see their own records, while your admins retain full view of all projects and compliance statuses.